Job Description Summary:
THE PROGRAM UNITIn 2013, the National Academies of Sciences, Engineering, and Medicine established the Gulf Research Program (GRP) to enhance oil system safety and the protection of human health and the environment in the Gulf of Mexico and other U.S. outer continental shelf areas. The Gulf Research Program seeks to improve understanding of the region’s interconnecting human, environmental, and energy systems and fostering application of these insights to benefit communities and ecosystems of the Gulf of Mexico region.
THE OPPORTUNITY
The Gulf Research Program seeks a Sr. Program Assistant (SPA). This position will be responsible for performing complex clerical and administrative duties for assigned projects under minimal supervision. The SPA coordinates logistical and administrative aspects of meetings; manages calendars; writes, edits, and formats routine correspondence; and handles the administrative components of the grant making process.
Job Description:
**PLEASE NOTE A COVER LETTER IS REQUIRED FOR CONSIDERATION**
ESSENTIAL JOB DUTIES
GENERAL ADMINISTRATIVE SUPPORT
Performs routine and complex clerical and administrative tasks including managing calendars, writing and editing correspondence, data entry, filing, answering and screening calls, and compiling and coordinating mailings. Prepares vouchers and reviews and processes travel expense reports and credit card charges in compliance with applicable policies and procedures. Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external customers, answering questions and providing information. Creates, maintains, updates, and archives records, databases, and files. Maintains email and distribution lists.
MEETING LOGISTICS
Coordinates logistical arrangements for committee meetings, workshops, etc. Handles travel and lodging arrangements. Sets up and monitors hotel room block. Arranges for catering and selects menus; secures meeting space and A/V needs. Registers attendees. Provides assistance at meetings and resolves issues. Assembles agenda books and briefing materials.
RESEARCH
Performs basic research activities, including literature searches for staff and committee members. Gathers references. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.
GRANTS MANAGEMENT ADMINISTRATIVE SUPPORT
Serve as the initial point of contact for inquiries from applicants and grantees related to grant system support and provide technical assistance to applicants/grantees on submitting applications and annual reports online. Responds to routine inquiries via phone and e-mail. Work in grants management system to organize background materials needed to support proposal review. Maintains database of reviewers and their expertise for future use. Oversee the administrative components of the grant making process.
NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.
JOB SPECIFICATIONS
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Proficiency in Microsoft Office Suite, including Microsoft Teams and SharePoint. Ability to plan and support extensive meeting activities. Ability to solve problems with supervisory consultation or by following procedures. Ability to prioritize work and the flexibility to change directions as the job dictates.
EDUCATION
High School Diploma, GED, or equivalent knowledge.
EXPERIENCE
Four years of related experience (education may substitute for experience)
COMMUNICATION AND TEAMWORK
Excellent communication skills with a proven ability to effectively interact with all levels of employees. Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication.
SUPERVISION
Reports to program officer/director. Sets goals with supervisor.
COMPENSATION The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $23.04 - $28.79 per hour, plus potential overtime. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance. For more information, please click here.
WORK ENVIRONMENT
Hybrid Office/Telecommute environment. Incumbent is expected to work onsite at least 20% of the time. Occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
The National Academies’ Statement on Diversity and Inclusion:
We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.
We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.
Equal Opportunity Employer:
It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.
Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.
Job Family:
PROG